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Administrative Assistant

Hours: Monday-Friday (Potential for full-time),8:00-5:00 PM

Pay Range: $23-25/hr

Location: Benicia, CA

The Administrative Assistant will provide central administrative and financial support, ensuring efficient daily operations and accurate transaction processing. This is a critical role that requires a detail-oriented approach, strong organizational skills. The candidate must be capable of performing core clerical accounting functions to include GL coding, and data entry into QuickBooks and/or Dynamics 365 (D365).

Key Responsibilities

Office Administration & Support

• Answer and direct phone calls, greet visitors, and handle incoming and outgoing correspondence (email, mail, packages).

• Prepare and edit documents, presentations, and spreadsheets using Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace.

• Maintain physical and electronic filing systems in an organized and accessible manner.

Financial & Procurement Management (Data Entry, A/P, A/R, P.O.s, and GL Coding)

• Data Entry: Execute high-volume, quick, and accurate data entry related to all financial transactions into QuickBooks and Microsoft Dynamics 365 (D365).

• Procurement: Prepare purchase orders (P.O.s) based on approved requests and process the P.O. cut to vendors.

• Accounts Payable (A/P): Review and process vendor invoices, ensuring all necessary documentation is attached.

  • Meticulously match incoming invoices against corresponding packing slips and purchase orders to verify receipt of goods/services before payment processing.

  • Accurately assign General Ledger (GL) codes to all invoices, expenses, and transactions to ensure costs are correctly classified.

• Process and track employee expense reports, verifying appropriate coding and compliance with company policy.

• Data Entry to include precise employee timesheet/hours worked.

Communication & Confidentiality

• Act as a liaison between team members, departments, and external clients/stakeholders.

• Handle sensitive and confidential financial and personnel information with the utmost discretion and integrity.

Qualifications Required

• 2+ years of proven experience as an Administrative Assistant, with a strong Accounting knowledge and functions.

• Expertise in performing quick and accurate data entry.

• Proficiency required in QuickBooks or Microsoft Dynamics 365 (D365) or a comparable ERP system.

• Highly detail-oriented with a commitment to accuracy and thoroughness in all tasks.

• Demonstrated knowledge and experience with General Ledger (GL) coding and basic accounting principles.

• High school diploma or equivalent.

• Exceptional proficiency with Microsoft Office Suite, especially Excel and Outlook.

Preferred

• Associate's or Bachelor's degree in Business Administration, Accounting, or a related field.

Join Us.

PrideStaff Company Overview

PrideStaff is dedicated to helping you succeed! Our team of consultants provides valuable employment market insights and resources to support you on your career journey. We have assisted tens of thousands of individuals in finding exceptional career growth opportunities over the years. At PrideStaff, we prioritize building relationships and advocating for you with our network of employers nationwide. Our recruiters are committed to guiding you with career tools and resources.

Compensation / Pay Rate (Up to): $23.00 - $25.00